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Apprentice Office Services Assistant – Central Office Services
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Our Office Services and Facilities teams are in place to support all of our colleagues with the day-to-day running of the office - enabling them to deliver a smooth service to our clients.
As a team, we are responsible for delivering all front of house, postal and admin services in all locations.
The Role:
The Central Admin Service is a central hub in place team provide invaluable admin support to our divisions.
On a day-to-day basis, you will be responsible for:
Post Services:
- Sorting incoming post, scanning and distributing the post to the correct teams and divisions
- Preparing outgoing post ready for collection at the designated time
- Franking of our mail, making sure all couriered and DX items are signed for and dealt with correctly
- Ensuring that any cross office post is ready for collection at the designated time
- Resolving, as far as possible, the owner of any unclaimed mail
Reprographics:
- Providing photocopying and binding services when requested to all the teams, taking ownership of each reprographics job produced and ensure end users are informed about the production of their work and that deadlines are met.
- Quality checking all work completed
- Scanning of all documents, including the preparation of electronic and hard copy court bundles and bibles
- PDF Amendments
Filing, Archiving and Retrieval:
- Assisting the team with archiving; sending and retrieving boxes as needed
- On occasion, you may be asked to assist with file destruction at our site in Gorse
- Document management including the maintenance and timely updating of paper files and appropriate online filing systems; creating electronic files on the relevant systems where this isn’t in place
Office Services:
- Maintaining sufficient stationery supplies and their distribution to each office at the request of the location based Office Services Assistant
Reception Duties:
- Providing reception duties for client meetings, including organising refreshments for meetings when necessary
- Ensuring equipment required for client and internal meetings is set up and tested ahead of time
Full training on equipment used will be provided.
Apprenticeship Details:
Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
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Course Contents:
Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
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Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.
This training schedule has not been finalised. Check with this employer if you’ll need to travel to a college or training location for this apprenticeship.
Skills and Experience Required:
- Strong attention to detail
- A methodical approach to your work, even when dealing with routine tasks
- A pride in your work
- Strong communication skills – the ability to liaise effectively and professionally with external and internal clients
- Ability to work on own initiative, following set instructions but without supervision
- Able to work well under pressure and with often conflicting deadlines
- Computer literate with a working knowledge of Microsoft Office and Outlook (training will be provided for firm-specific software)
- Flexible attitude to working alongside different team members
- Ability to use own initiative to solve problems on the job
About Ashtons Legal:
Ashtons Legal is a growing firm in the East of England with a focus on providing excellent legal advice to a diverse range of individuals, institutions and executives across our region and beyond.
Ashtons Legal is a friendly and supportive team of professionals working together to make sure our clients get the best advice possible. Our firm has a flexible reward and benefits structure and a culture of openness with an innovative leadership looking to the future.
Your earnings can increase over time with an apprenticeship.
This role offers excellent opportunities for growth and development. Successful candidates will gain valuable experience within a professional legal environment and may have the opportunity to progress into further administrative, legal support or specialist roles within the business.
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